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Calendar

12/5/25About 4 minCRMGuide

Calendar Management Guide

Overview

The Calendar page allows you to view, create, and manage events in a visual calendar interface. Events can include meetings, appointments, deadlines, bookings, or any time-sensitive activities. This guide covers how to view the calendar, create events, edit existing events, and delete events.

Accessing the Calendar Page

Navigate to: Admin → Calendar → Event

The Calendar page displays events in multiple view formats:

  • Month view (default)
  • Week view
  • Day view
  • List view

Understanding the Calendar Interface

Calendar Views

Month View:

  • Shows entire month at a glance
  • Events appear as colored blocks in date cells
  • Today's date is highlighted with light blue background
  • Best for long-term planning and overview

Week View:

  • Shows 7-day week with time slots
  • Hourly breakdown of each day
  • Events display with start/end times
  • Best for detailed weekly scheduling

Day View:

  • Shows single day with hourly time slots
  • Most detailed time breakdown
  • Events show exact duration
  • Best for managing busy days

List View:

  • Shows events in list format chronologically
  • Includes event titles, dates, and times
  • No visual calendar grid
  • Best for reviewing upcoming events

Switching Views

  1. Locate view buttons at top of calendar
  2. Click desired view: "month", "week", "day", or "list"
  3. Calendar updates to show selected view
  4. Active view button is highlighted

Previous/Next Navigation:

  • Click left arrow to go to previous period
  • Click right arrow to go to next period
  • Period changes based on current view (month, week, or day)

Today Button:

  • Click "today" button to jump to current date
  • Returns you to today regardless of current view

Refresh:

  • Click the refresh icon (top right) to reload all events
  • Use after creating/editing events to ensure latest data displays

Creating a New Event

Step 1: Open the Create Event Form

  1. Click the "Create Event" button (top right)
  2. The Create Event modal opens

Step 2: Enter Event Details

Event Title (Required):

  • Enter a descriptive name for the event
  • Be specific and clear
  • Example: "Client Meeting - Smith Family Safari", "Booking Deadline - Cape Town Tour"

From (Required):

  • Select the start date and time of the event
  • Click the calendar icon to open date picker
  • Choose date from calendar
  • Select time using hour/minute dropdowns
  • Format: YYYY-MM-DD with 12-hour time format (AM/PM)

To (Required):

  • Select the end date and time of the event
  • Must be after the "From" date/time
  • Click the calendar icon to open date picker
  • Choose date from calendar
  • Select time using hour/minute dropdowns
  • Format: YYYY-MM-DD with 12-hour time format (AM/PM)

Event Description (Optional):

  • Free text area for additional event details
  • Include relevant information like:
    • Meeting agenda or purpose
    • Location or venue
    • Participant names
    • Preparation requirements
    • Special notes or reminders
  • Example: "Discuss safari itinerary options. Bring package brochures. Client prefers luxury lodges."

Step 3: Submit

  1. Review all entered information
  2. Ensure start time is before end time
  3. Click Submit
  4. Modal closes
  5. New event appears on calendar in selected date/time slot

Viewing Event Details

Quick View on Calendar

Events display on the calendar showing:

  • Time: Start time of event
  • Title: Event name
  • Color: Events are color-coded (primary events show in dark blue)

Opening Full Event Details

  1. Click on any event in the calendar
  2. The Edit Event dialog opens
  3. View all event information:
    • Event Title
    • Start date and time
    • End date and time
    • Event Description

Editing an Existing Event

Step 1: Open the Event

  1. Locate the event on the calendar
  2. Click on the event
  3. The "Edit Event" dialog opens with current event details pre-filled

Step 2: Modify Event Information

All fields are editable:

Event Title:

  • Update the event name
  • Clear existing text and type new title

From (Start Date/Time):

  • Click calendar icon to change date
  • Select new date from picker
  • Update time using dropdowns
  • Ensure it remains before end time

To (End Date/Time):

  • Click calendar icon to change date
  • Select new date from picker
  • Update time using dropdowns
  • Ensure it remains after start time

Event Description:

  • Add, modify, or remove description text
  • Update with new information as needed

Step 3: Save Changes

  1. Review your modifications
  2. Click Submit button (bottom right)
  3. Dialog closes
  4. Updated event appears on calendar with new details
  5. Click Refresh icon if changes don't appear immediately

Deleting an Event

Removing an Event

  1. Click on the event you want to delete
  2. Edit Event dialog opens
  3. Click the "Remove" button (bottom left, red button)
  4. Event is deleted
  5. Dialog closes
  6. Event disappears from calendar

Note: Event deletion is immediate. Ensure you want to remove the event before clicking Remove.

Calendar Features and Functionality

Event Color Coding

Events display in different colors:

  • Dark Blue (Primary): Standard events
  • Light Blue (Info): Information or reference events

Event colors help visually distinguish event types at a glance.

Current Day Highlight

  • Today's date is highlighted with a light blue background
  • Makes it easy to see current day in month view
  • Helps orient you in the calendar

Event Time Display

In Month View:

  • Events show start time and title
  • Format: "10:00 AM Event Title"
  • Multiple events on same day stack vertically

In Week/Day Views:

  • Events appear in time slot blocks
  • Block height represents event duration
  • Longer events take up more vertical space

Common Calendar Workflows

Scheduling a Client Meeting

  1. Click "Create Event"
  2. Event Title: "Meeting - [Client Name]"
  3. From: Select meeting date and start time
  4. To: Select meeting end time (typically 1 hour later)
  5. Description: Add agenda, location, attendees
  6. Submit

Setting a Booking Deadline

  1. Click "Create Event"
  2. Event Title: "Deadline - [Booking Reference]"
  3. From: Select deadline date and time
  4. To: Same day, 1 hour later (for visibility)
  5. Description: Note what's due and any special requirements
  6. Submit

Blocking Personal Time Off

  1. Click "Create Event"
  2. Event Title: "Out of Office" or "Leave"
  3. From: First day of leave, 9:00 AM
  4. To: Last day of leave, 5:00 PM
  5. Description: Note type of leave, emergency contact
  6. Submit

Rescheduling an Event

  1. Click on the event to reschedule
  2. Edit Event dialog opens
  3. Update "From" date/time to new start
  4. Update "To" date/time to new end
  5. Update description if reason for change should be noted
  6. Click Submit

Cancelling an Event

  1. Click on the event to cancel
  2. Edit Event dialog opens
  3. Click "Remove" button
  4. Event is deleted from calendar

Best Practices for Calendar Management

1. Use Descriptive Titles

Good Event Titles:

  • "Client Call - Johnson Family Kruger Booking"
  • "Deadline - Final Payment Due for Group Tour"
  • "Team Meeting - Weekly Sales Review"

Poor Event Titles:

  • "Meeting"
  • "Call"
  • "Deadline"

2. Always Include End Times

  • Events without end times may not display properly
  • Shows others when you'll be available again
  • Helps with time blocking and scheduling

3. Utilize Event Descriptions

Document important details:

  • Meeting participants
  • Preparation needed
  • Location or dial-in information
  • Related booking or invoice numbers
  • Follow-up actions required

4. Regular Calendar Reviews

Daily:

  • Review today's events each morning
  • Check upcoming events for next 2-3 days
  • Ensure you're prepared for appointments

Weekly:

  • Review entire week ahead on Monday
  • Block out focused work time
  • Identify scheduling conflicts early

Monthly:

  • Review next month's calendar
  • Plan for busy periods
  • Schedule recurring events

5. Keep Calendar Current

  • Remove cancelled events immediately
  • Update times when meetings are rescheduled
  • Add new events as soon as they're confirmed
  • Click Refresh regularly to see updates

6. Sync with Email Calendar

If your calendar syncs with email:

  • Avoid duplicate entries
  • Update in one place only
  • Check sync status regularly

Support

For additional assistance with the Calendar , contact your system administrator.

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